Payment & Refund Policy
Who "we" are. In this document, "we", "us" and "our" mean the IEEE Robotics and Automation Society, HTU Student Chapter ("IEEE RAS HTU"), which organizes MMRC 26. "You" means you, the reader.
Last updated 13 September 2026.
This policy covers the registration fee: how much it is, how to pay it, how we check it, and when we refund it.
The fee
MMRC 26 charges one fee per team, not per person. The amount depends on the membership tier your team selects when registering:
- IEEE RAS member: the lowest rate
- IEEE member: the middle rate
- Not a member: the standard rate
You can see the current amounts on the registration page. We may offer an early-bird discount for a limited time. When we do, that page shows the discounted price and when it ends.
You pay the price your team sees when you register. If we change prices later, or an early-bird offer ends, your quoted amount stays the same.
To get a member rate, each member claiming it must give a valid IEEE or IEEE RAS membership number when registering. We check these numbers. If a team can't prove the tier it selected, we ask it to pay the difference before we confirm it.
How to pay
Pay by CliQ transfer to the chapter's account. Your payment page shows the alias, account name and bank once you have registered. We don't accept any other method: no cash, no cards, and no transfers to any account other than the one on that page.
Check the alias carefully before you send. A CliQ transfer to the wrong alias goes to a stranger, and you can't get it back.
Confirming your payment
After you transfer the fee:
- Enter the transaction reference from your banking app.
- Upload a screenshot of the confirmation from your banking app.
- Submit.
We need both. A reference on its own is hard to match against a bank statement, and a screenshot on its own gives us nothing to search for.
Verification takes 24–48 hours
CliQ doesn't tell us which team a transfer came from, so we match every payment by hand against the chapter's bank statement. That takes 24 to 48 hours on a working day, and longer over a weekend or a public holiday.
You don't need to do anything while you wait, and you don't need to send your proof again. We will email you when your payment is verified.
If your payment doesn't match, for example because the amount is different, we can't find the reference or we can't read the screenshot, we will mark it as needing attention and email you to explain what we need.
Refunds
The registration page shows when registration closes. That closing time, not any earlier date we advertised, decides which of the first two paragraphs below applies to your team.
Before registration closes. If you withdraw your team before registration closes, we refund the fee in full. Ask by replying to your registration confirmation email, from the address you registered with.
After registration closes. We don't refund withdrawals made after registration closes. By then your place is part of the schedule, the brackets and the catering, and we can't give it to another team.
If we can't give your team a place. If the competition is full, the event is cancelled, or we can't fit a team that has paid, we refund that team in full, no matter when.
If the event is postponed. Your registration moves to the new date. If you can't attend the new date, tell us within 14 days of the announcement and we will refund you in full.
No-shows. If your team is confirmed but doesn't show up on competition day, we don't refund the fee.
Overpayments. If you transfer more than your quoted fee, tell us and we will return the difference.
We send refunds by CliQ to the account the payment came from, usually within 14 days of agreeing the refund.
Errors in the fee quoted
If we quote or charge the wrong amount, we will tell you and correct it. If we charged you too little, you don't have to pay the difference. We honour the price we showed you.
Contact
For anything about a payment, reply to your registration confirmation email with your payment code, and the committee will pick it up.